Event Budget List
Prepared by: [YOUR NAME]
Company Name: [YOUR COMPANY NAME]
Email: [YOUR EMAIL]
Phone Number: [YOUR COMPANY NUMBER]
Address: [YOUR COMPANY ADDRESS]
Website: [YOUR COMPANY WEBSITE]
Social Media: [YOUR COMPANY SOCIAL MEDIA]
Date Prepared: August 14, 2050
Introduction
This Event Budget List is designed to provide a comprehensive financial overview of the upcoming corporate event hosted by [YOUR COMPANY NAME]. This list includes estimated and actual costs across various categories, ensuring the event remains within the allocated budget and all financial aspects are accounted for.
Event Details
Event Name: Tech Innovators Annual Summit
Event Date: October 20, 2024
Event Venue: Grand Silicon Valley Convention Center
Budget Overview
Category | Description | Estimated Cost ($) | Actual Cost ($) | Notes |
|---|
Venue Rental | Main hall rental for full-day event | $15,000 | $14,500 | Discount applied for early booking |
Catering | Lunch and dinner for 250 attendees | $12,500 | $12,800 | Includes beverages and desserts |
Audio/Visual Equipment | Projectors, sound system, lighting | $8,000 | $8,200 | Additional microphones requested |
Entertainment | Live band and DJ for evening reception | $5,000 | $4,800 | Discount for bundled service |
Marketing/ Promotion | Digital marketing, flyers, banners | $4,000 | $3,900 | Social media ads included |
Decorations | Stage setup, floral arrangements | $3,000 | $2,900 | Simple, elegant theme |
Staffing | Event staff, security, registration | $7,500 | $7,700 | Additional security hired |
Transportation | Shuttle service for VIP guests | $2,000 | $1,800 | Under budget due to fewer guests |
Miscellaneous | Contingency fund for unexpected costs | $2,000 | $1,500 | Used for last-minute expenses |
Total Budget Summary
Total Estimated Cost: $59,000
Total Actual Cost: $58,100
Budget Variance: -$900 (Under budget)
Payment Schedule
Vendor Name | Service Provided | Payment Due Date | Amount Due ($) | Payment Status |
|---|
Grand Silicon Valley Convention Center | Venue Rental | September 15, 2024 | $14,500 | Paid |
Gourmet Catering Co. | Catering | October 1, 2024 | $12,800 | Pending |
AV Masters | Audio/Visual Equipment | October 10, 2024 | $8,200 | Paid |
Silicon Sound | Entertainment | October 15, 2024 | $4,800 | Pending |
Creative Designs | Decorations | October 18, 2024 | $2,900 | Pending |
Reminders
Review Regularly: Ensure the budget is reviewed and updated regularly as new costs arise or estimates change. Keeping this document current will help avoid surprises and ensure the event remains within financial limits.
Monitor Payments: Pay close attention to payment schedules and deadlines to avoid late fees or disruptions in service.
Maintain Communication: Regularly communicate with all stakeholders, including vendors and sponsors, to ensure clarity on all financial aspects and to make any necessary adjustments in a timely manner.
For any questions or concerns regarding this Event Budget List, please contact [YOUR NAME] at [YOUR EMAIL] or [YOUR COMPANY NUMBER].
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